Evacuation

Support
Guide

A Guide for
Peace Corps Staff
Volunteer Safety Council
FOREWORD

Over the past 43 years, the Peace Corps’ operations throughout the world have been
disrupted many times by events that require Volunteers and staff members to be
evacuated from their sites or countries to ensure their safety. From January 2000 to
March 2004, the Peace Corps safely evacuated staff and Volunteers from 17 posts. Each
of these events was different, and presented its own distinct challenges. However, all
required the cooperative efforts of several offices within the Peace Corps, and often
included coordination with other U.S. Government departments, host country authorities,
and other organizations.
This edition of the Evacuation Support Guide (2004) was produced by the Volunteer
Safety Council, a policy-making consortium of interested offices, and is designed to
provide guidance to headquarters and field staff to prepare for, respond to, and recover
from an evacuation of Volunteers and staff. The guide represents the combined
experiences and lessons learned by many individuals in various headquarters offices and
overseas posts. It is designed to complement existing crisis-management resources at
post, which include the Crisis Management Handbook, the Peace Corps Manual, and the
post Emergency Action Plan. Country Directors are urged to familiarize themselves with
the procedures set forth in this document and to share its contents with appropriate staff
and Volunteers before a crisis occurs.
Under the best of circumstances, the evacuation of a post is a difficult, complex, and
sometimes traumatic experience. I believe that the guidance and procedures contained in
this document will contribute to the effective management of a post’s evacuation. Thank
you for your continued efforts as we work together to maintain the health, safety, and
security of all Volunteers and staff.

Gaddi H. Vasquez
Director
INTRODUCTION

Since its beginning in 1961, the Peace Corps has found it necessary from time to time to
evacuate Volunteers and staff from a country and to suspend Peace Corps operations. The
evacuations have most often occurred due to political unrest or civil war, and have
usually been followed by the indefinite suspension of the Peace Corps program in the
evacuated country. On occasion, however, a natural disaster or criminal activity has
caused the Peace Corps to evacuate all or some Volunteers from a country — or withdraw
Volunteers from their sites to another location in country — only to return and continue
operations once the danger has passed. 1
This Evacuation Support Guide provides guidance for all Peace Corps staff who may be
involved in evacuating Volunteers from a country or conducting the Transition
Conference that follows an evacuation. It discusses, in successive chapters, the various
stages of the evacuation process — Preparation; Early Alert (Standfast and
Consolidation); Evacuation; Transition Conference; and Aftermath — and the tasks that
must be accomplished during those stages.
The staff in the evacuating country and its respective regional office in Washington have
primary management responsibilities during the preparation, early alert, and evacuation
stages of a crisis. Their roles and responsibilities are outlined in Chapters I, II, and III.
Other Peace Corps offices provide essential support as a crisis develops and take on
critical roles once the decision to evacuate is made. Their roles are detailed in Chapter III,
along with those of the Post and the Region.
Immediately following an evacuation, a team drawn from PC/Washington and overseas
staff conducts a Transition Conference for evacuated Volunteers and staff. This
conference is discussed in Chapter IV. Finally, several issues arise in the long-term
aftermath of an evacuation, which are discussed in Chapter V.
Each evacuation will present unique challenges. Experience has shown, however, that
preparation, a clear division of responsibilities, and the use of established protocols
facilitate the management of an evacuation. The Volunteer Safety Council urges all staff
to become familiar with this Guide, and to use it as a road map in the event of an
evacuation.

1
This Guide uses the term “Volunteer” to refer to both Volunteers and Trainees for the purpose of evacuations.
TABLE OF CONTENTS

Chapter I PREPARATION: EMERGENCY ACTION PLAN

7
A. The Post’s Duties
7
B. The Region’s Duties
8

Chapter II EARLY ALERT, STANDFAST AND CONSOLIDATION

9
A. Alert
9
B. Standfast
9
1. The Post’s Duties During Standfast
9
a. Post Contacts All Volunteers
9
b. Post Reviews the EAP and Consolidation Plans
10
c. Post Keeps in Contact with the U.S. Embassy
10
d. Post Notifies and Coordinates with Region
10
2. The Region’s Duties During Standfast
10
a. Region Communicates with Department of State
10
b. Region Ensures Director and Senior Staff are Informed
11
c. Region Coordinates with Post
11
d. Region Provides Specific Information to OSS, S&S,
11
Communications, Press Relations, VRS, and Congressional Relations
C. Consolidation
11
1. The Post’s Duties During Consolidation
11
a. Post Notifies Volunteers of Consolidation
12
b. Post Coordinates Medical Records and Needs 12
c. Post Coordinates with U.S. Embassy and PC/Washington
12
d. Post Informs and Advises Staff and Host Country Officials
13
2. The Region’s Duties During Consolidation
13
a. Region Notifies the Director of the Peace Corps
13
b. Region Communicates with Department of State
14
c. Regional Director Forms Task Group, Holds Daily Briefings, and
14
Coordinates Activities
 d. Regional Director Develops Contingency Plans and
15-16
Makes Recommendations to the Peace Corps Director
e. Region Coordinates with Post
16
f. Region Provides Information to OSS, SS, Communications,
16
Press Relations, and Congressional Relations.

Chapter III EVACUATION

17
A. The Decision to Evacuate
17
1. When the U.S. Embassy Orders a Departure
17
2. When the U.S. Embassy Does Not Order a Departure
17
3. Crisis Corps Stand Alone Programs
18
B. The Post’s Duties During Evacuation
18
1. Post Informs and Evacuates Volunteers
18
2. Post Coordinates Shipment of Medical Supplies and Records
19
3. Post Secures Office and Suspends Program
19
C. The Region’s Duties During Evacuation
20
1. Region Coordinates Communications Between PC/Washington,
20
Department of State, and the Evacuation Staff
2. Regional Director Ensures Director and Senior Staff are Fully Informed
20
3. Regional Director Coordinates Logistics and Makes Contingency Plans
20
4. Region Coordinates Activities with All PC/Washington Offices
20
a. Office of Special Services
21
b. Office of Safety and Security
21
c. Office of Medical Services
22
d. Office of Communications
22
e. Office of Press Relations
22
f. Office of General Counsel
23
g. Office of Congressional Relations
23
h. Office of Planning, Budget and Finance
23
i. Office of Placement
23
j. Office of Transportation
23
k. Crisis Corps/UNV
23
l. Office of Administrative Services
24
m. International Financial Operations
24
n. Returned Volunteer Services
24
o. Office of Contracts
24
p. Peace Corps Staff in Receiving Country
24
5. Region Plans the Transition Conference
25

Chapter IV THE TRANSITION CONFERENCE

26
A. The Transition Conference Team
26
1. Transition Team Leader
26
2. COS Workshop Facilitator
27
3. Administrative Support
27
4. OSS and OMS Support
27
5. VRS
28
B. Content of a Transition Conference
28
1. Debriefing and Counseling 29
2. Medical Sessions
29
3. Administrative Information
30
4. Placement Information
30
5. Employment, Career Planning, and Re-entry
30

Chapter V THE AFTERMATH

31
A. Administrative and Logistical Tasks
31
1. Assistance to and Transfer of Staff 31
2. Closing Post
31
3. Recovering Personal Effects and/or Settling Claims
32
B. Debrief of Evacuation
32
C. Providing Support to Transferred Evacuated Volunteers
32-33

CONCLUSION
34
Chapter I PREPARATION: The Emergency Action Plan
The most critical component of preparation for a possible crisis situation is the Emergency Action
Plan, or EAP. The EAP is a country-specific document that sets forth a detailed plan of action to
be followed by Post in the event of various emergency situations, including an evacuation.

A. THE POST'S DUTIES--PREPARATION

E very Peace Corps Post must:
1. Develop, test, distribute, and update its EAP
2. Educate staff and Volunteers about the EAP
3. Submit a revised EAP to U.S. Embassy and the Region

The EAP:
1 Is developed using the EAP template, distributed to all posts and available on the intranet.
2 Contains detailed instructions on managing the early alert stages of a crisis and what to
do if the decision to evacuate is made.
3 Describes all elements of the Post's evacuation plan—how Volunteers will be contacted,
where they will be directed to gather, management of health and safety concerns, and
who will bear responsibility for transportation, security, and Post closing.

The EAP is a living document. It requires regular revision as staff and Volunteers come and go
and as conditions change within the country. Each Post must review, test, disseminate, and update
its EAP yearly with assistance and support from the region’s Peace Corps Safety and Security
Officer (PCSSO). Testing includes actual drills and dry runs involving communicating with
Volunteers, the Embassy, and other organizations to assure that all involved understand their roles
and responsibilities. Country Directors must ensure that Volunteers are conversant with the EAP
through orientations at pre-service and in-service trainings, and should routinely exchange EAPs
with CDs in nearby countries that might be used as safe havens, overland exit points or
evacuation sites. The Post is also responsible for submitting the EAP to the U.S. Embassy and the
Region in PC/Washington for review and approval after each revision.

The Country Desk Unit will play a critical role in facilitating communication, responding to
Post's needs, and providing guidance during an evacuation; and therefore should be conversant
with all aspects of the Posts' evacuation plans and capabilities.
B. THE REGION'S DUTIES--PREPARATION
The Region must:
1. Create and keep current standard operating procedures for roles within the region
2. Review and approve all EAPs
3. Keep current copies of EAPs available for review
4. Train all CDUs in evaluation of EAPs
5. Ensure each CDU has up-to-date maps of all countries and locations of all Volunteer
sites
Chapter II EARLY ALERT: Standfast & Consolidation
Events that precipitate an evacuation may come as a complete surprise, or may build more slowly
to a crisis point. Peace Corps EAPs use a three-stage model to describe the states of alert during a
crisis: "standfast," "consolidation," and "evacuation." This guide follows the three-stage model
and identifies the characteristics and responsibilities that correspond to each stage and the criteria
necessary to progress to the next stage. In reality, however, the lines between standfast,
consolidation, and evacuation are not always clear. Moreover, depending upon how fast events
are moving, one or more stages may be skipped, or some of the tasks will simply not be able to be
accomplished.

A. ALERT
The purpose of an early alert is to notify local and/or headquarters staff and the assigned PCSSO,
when an event will be, or is occurring, in country that warrants heightened attention, but does not
necessarily trigger action. The CD may also choose to inform the Volunteers to be aware of and
attentive to situations and events, but does not require them to take any specific action or curtail
movement.

B. STANDFAST
"Standfast" is the first stage of alert during a potential crisis. The CD makes the determination to
call a standfast, when, in his or her estimation, events occurring in country or elsewhere warrant
heightened attention to safety and security. The call for standfast requires that each and every
Volunteer be located, contacted, and told to await instructions. Standfast is a recognition that
Peace Corps may shortly take unusual measures to protect its Volunteers—such as moving them
from their sites or out of the country—but that the situation does not yet require such measures.

1. POST'S DUTIES--STANDFAST
When the CD calls a standfast:
a. Contact all Volunteers to verify location and status
b. Review the EAP and consolidation points
c. Keep in close contact with the US Embassy (RSO and EAC)
d. Notify and coordinate with the Region

a. Post Contacts All Volunteers

Post should contact all Volunteers to confirm their location and status (at site, out of country, on
annual leave, etc.). Volunteers are defined as Peace Corps Volunteers and Trainees, Crisis Corps
Volunteers, and Peace Corps co-sponsored United Nations Volunteers. "Contact" with a
Volunteer should not be considered to have been made until the Volunteer confirms receipt and
understanding of the message. Post should inform the Volunteers that a standfast has been called
and tell them to stay at their sites for further instructions and/or to contact Post regularly for
updates. The importance of taking safety precautions and of being reachable throughout the
standfast phase should be impressed upon the Volunteers.

b. Post Reviews the EAP and Consolidation Plans

Once a standfast is called, Post should review the EAP and the consolidation points in light of the
particular situation faced. Is the plan practical, given the circumstances? Do the consolidation
points make sense in light of unfolding events? Are resources in place at consolidation points to
support the Volunteers? Are there matters that the EAP does not address that now need to be
handled? An extended standfast stage may be stressful, but will provide the opportunity to tighten
up or test the EAP.

c. Post Keeps in Contact with U.S. Embassy

Communications with the U.S. Embassy during a crisis and/or an evacuation are critical, may be
sensitive, and should be established at the earliest stage of a potential crisis. Post should exchange
information with the U.S. Embassy staff, such as the RSO, Ambassador, or Chief of Mission, as it
becomes available and consult about next steps.

d. Post Notifies and Coordinates with Region

Post should keep the Region fully updated about events as they unfold. Post will need to
coordinate with the Region to ensure the Region is fully informed as to the location and status of
all Volunteers, including those out of the country on leave or medevac. It should also work with
the Region to identify potential events or developments that might trigger a move to the next
stage of alert—consolidation—or to evacuation.

2. REGION'S DUTIES--STANDFAST
During standfast, the Region should:
a. Communicate with the Department of State (DOS)
b. Ensure that the Director and senior staff are fully informed
c. Coordinate with Post
d. Provide specific information to OMS, OSS, Safety and Security, Communications,
Press Relations, VRS, Crisis Corps and UNV, and Congressional Relations
a. Region Communicates with Department of State
During the standfast stage, the Region should be in contact with DOS to exchange information
about events and plans. Communication at the early stages of a crisis may be critical to a smooth
working relationship during later stages if needed. The Office of Safety and Security can assist,
as appropriate,
and support the Region by communicating with counterparts and contacts at the Bureau of
Diplomatic Security Office or International Programs.
b. Region Keeps Senior Staff Informed
The RD should ensure that the Director of Peace Corps and senior staff are fully informed about
the situation, the actions taken by the post and the Embassy, and possible next steps. Depending
on the volatility of the situation, the RD may hold or send out daily briefings.

c. Region Coordinates with Post

During this early alert stage, the Region should coordinate with Post to identify the potential
events or developments that would trigger a move to the next alert stage: consolidation. This will
facilitate decision-making and assure that, in the event of a break-down in communications, the
Region and the Post may independently take action based on prior agreements and
understandings. The Region should also obtain regular updates from Post as to the location and
status of all Volunteers

d. Region Provides Specific Information to the Office of Medical Services (OMS) Office of
Special Services (OSS), Office of Safety and Security (SS), Office of Communications, Press
Relations, Placement, Crisis Corps/UNV, and Office of Congressional Relations
At the standfast stage, the Region should provide specific information to OMS, OSS, Safety and
Security, the Office of Communications, Press Relations, VRS, Placement, Crisis Corps/UNV,
and the Office of Congressional Relations so that they can manage calls from the press,
government officials, and families who have heard news of the crisis and become concerned. The
CDU is responsible for providing OSS with an accurate list of all Volunteers and their locations
and for referring all calls from Volunteers' family members to OSS. VRS should be notified so
they can manage calls from applicants and nominees.

C. CONSOLIDATION
"Consolidation" is the stage at which Volunteers are consolidated at pre-determined locations for
possible evacuation. The move to consolidate represents an appraisal that the potential for danger
has escalated and an evacuation of Volunteers and staff from country is possible. Consolidation
allows Peace Corps to better manage the safety, security, communication with, and transport of
the Volunteers should evacuation become necessary. The Country Director, in consultation with
the Embassy (usually the Chief of Mission) and the Regional Director, makes the decision to
consolidate. The CD is responsible for overall management and coordination of consolidation
efforts.
1. POST'S DUTIES--CONSOLIDATION
At the point of consolidation, the CD should:
a. Notify Volunteers of consolidation with a consistent, scripted message
b. Coordinate medical records and needs
c. Coordinate with the U.S. Embassy and Peace Corps/Washington
d. Inform and advise staff and host country officials

a. Post Notifies Volunteers of Consolidation

The CD or designated country staff should notify all Volunteers and tell them to proceed to a
designated assembly point. It is important that a consistent, scripted message be given to all
Volunteers and that Volunteers understand that the extraordinary nature of events requires strict
adherence to instructions. The EAP should include contingency plans for communicating with
Volunteers if the normal means of doing so are unavailable. While the information given to
Volunteers will vary depending upon the circumstances, they should, at a minimum, be told:
• Where to go and how to get there.
• To refer to their EAP for guidance.
• The time and manner of next contact.

If time permits, it is also helpful to include the following information from the EAP:
• What to bring and what to leave.
• To make a list of personal articles left behind and designate someone to take custody.
• What to tell landlords, counterparts, supervisors and friends.
• How to dispose of medical kits.

b. Post Coordinates Medical Records and Needs

The CD and PCMO should ensure that:
• Health records, medications, and necessary supplies are prepared for transfer out of the country.
• Volunteer medical needs are communicated to and coordinated with OMS in Washington and
the PCMO in the safe haven country.

c. Post Coordinates with U.S. Embassy and PC/Washington

Communication and coordination between the CD and the Embassy during a crisis and potential
evacuation are critical. The CD, a member of the Country Team, typically will be party to the
deliberations at the Embassy regarding the possible need for evacuation. The CD should inform
the Embassy RSO and Chief of Mission (who informs the EAC), when a decision to consolidate
has been made, and keep them informed as to the status of consolidation.

Tensions can run high during a crisis, and the CD and Ambassador might find themselves at odds
about the best way to proceed. A strong CD-Ambassador relationship will facilitate an orderly
evacuation, but even the best relationship can break down under competing demands and multiple
stresses. It is essential that the CD have frequent and direct communication with the Embassy
(usually the Chief of Mission), as well as direct, private communication with the Region
throughout the crisis period and evacuation process.

Post must keep the Region fully informed as to the confirmed location and status of the
Volunteers and as to the crisis situation, so that the Region, Crisis Corps/UNV, OSS, Safety and
Security, Communications, and Press Relations can provide consistent and accurate information
to families and the press. Post should provide a daily Volunteer status report that details the
location of each Volunteer, updated as necessary. The CD should consult with the Region to
identify potential events that, should they occur, might trigger a decision to move from
consolidation to evacuation. The CD may also rely on the area PCSSO for overall support when
appropriate.

d. Post Informs and Advises Staff and Host Country Officials

The CD should, at the earliest opportunity, review staff roles and responsibilities—which are
articulated in the EAP—with the staff. The CD should also be aware that staff safety and
employment status will be sources of anxiety. The CD should provide regular staff updates as the
situation develops and, if time permits, explain to both U.S. and FSN staff their options and rights
as employees. The following issues may arise:
4 Duties and expectations of staff during and after evacuation.
5 Implications for staff of suspension of program, including severance payments and
possible. post-evacuation employment opportunities with Peace Corps.
6 Family safety concerns.
7 Payment or severance for staff's personal employees, such as cooks, guards, and
gardeners.

At the consolidation stage, the CD will also have to determine which counterparts and host
country officials should be contacted and what they should be told regarding Peace Corps' plans.
This should be done in coordination with the U.S. Embassy.
2. REGION'S DUTIES--CONSOLIDATION
At the point of consolidation, the Regional Director should:

a. Notify the Director of the Peace Corps

b. Communicate with the Department of State (DOS)

c. Communicate with HQ Offices, Form Task Group, Hold Daily Briefings, and Coordinate Activities
d. Develop Contingency Plans and Make Recommendations to the PC Director
e. Coordinate with Post
f. Provide specific information to OMS, OSS, SS, Communications, Press Relations, and
Congressional Relations

a. Notify the Director of the Peace Corps

The Region should ensure that the Director of the Peace Corps is promptly informed of the move
to consolidate. The Director may already be included in communications during the early alert or
standfast, but once the decision to consolidate has been made, it is critical for the Regional
Director to make sure the Peace Corps Director is notified.

b. Region Communicates with Department of State

The Region will communicate with the Department of State, and with other federal agencies as
appropriate, during consolidation. The Office of Safety and Security can assist in making and
maintaining contact with the Bureau of Diplomatic Security and Intelligence Threat Analysis to
ensure that all relevant information is considered. A staff member may be assigned, on a rotating
basis to attend DOS Task Force meetings, as appropriate. These representatives will keep Peace
Corps informed about what is happening at DOS, and DOS updated on Peace Corps' plans. Senior
Peace Corps staff may also attend State Department Task Force meetings.

c. Regional Director Communicates with HQ Offices, Forms Task Group, Holds Daily
Briefings, and Coordinates Activities.
The Region should contact concerned PC/Washington offices—those that have a role to play in
the evacuation or Transition Conference—and request that a representative from each office be
available for periodic briefings. The task group is chaired by the RD, and will meet daily or as
deemed appropriate by the RD, for updates on the status of the crisis, consultation, and
coordination of support activities. Typically the main task group includes:
Regional Director Chief of Operations
Deputy Chief of Operations Chief Administrative Officer
 Desk Unit Safety and Security Desk
Officer
AD for Volunteer Support AD for Safety and Security
Representatives from the following offices participate in the task group as required:
Office of the Director Office of Special Services
Office of Medical Services Office of Communications
Press Relations Office of General Counsel
Office of Congressional Relations Office of Planning, Budget, and
Finance
Office of Inspector General Office of Placement
Office of Transportation Office of Administrative
Services
Office of Volunteer and Staff Payroll Services Crisis Corps/UNV
The RD should assign a historian or note-taker to record the activities during the situation. A
record of the event will later help in the debrief by better identifying what happened, how and
why decisions were made, what went well, and what did not go well. During consolidation, and
throughout the evacuation and the Transition Conference, each of these Peace Corps offices will
have roles and responsibilities. The Region, through the daily task force meetings, should
coordinate these activities, so that all participants are aware of what is being done in other offices,
everyone is working from the same information, work is not duplicated or overlooked, and the
Region itself is kept current on the status of various tasks. The tasks to be undertaken by the
different HQ offices and the staff in the receiving country are detailed office by office in Chapter
III] (Evacuation), at C.4 (Region Coordinates Activities of all HQ Offices).

d. Regional Director Develops Contingency Plans and Makes Recommendations to the

Peace Corps Director
The Regional Director is responsible for developing contingency plans, identifying options, and
making recommendations to the Peace Corps Director on a course of action. The daily briefings
of the task group will provide a forum for consultation with, and input from, others with
information and expertise helpful in making these decisions. The task group should be kept
informed as these decisions are made, so that correct and consistent information is communicated
to those involved in executing the decisions.
At this stage, the RD must consider the following:
1. Developments that might warrant a decision to evacuate.
2. Embassy and Department of State's evaluation of the situation and how it corresponds to
Peace Corps' needs.
3. Where Volunteers will be taken if evacuated:
Evacuation sites and sites for Transition Conferences may be in a nearby Peace Corps
country or in the United States. In selecting the initial site to which the Volunteers will
be evacuated and the Transition Conference site, consideration should be given to:
8 Safety and medical considerations available support, resources, and staff in the
receiving country.
9 Available transportation.
10 Size and composition of the evacuee population.
11 Degree of trauma evacuees have undergone or are expected to undergo.
12 Anticipated length of program suspension.
4. Timing and mode of transportation for the evacuation.
5. Which staff will accompany Volunteers and which will remain at Post.
It is imperative that the mental and physical health of the evacuees be maintained throughout
the evacuation process; therefore, it is strongly urged that the PCMO accompany the PCVs.
6. What staff support from Washington or the field is needed in the receiving country and
who will lead and run the Transition Conference. (See Chapter IV, "The Transition
Conference.")
7. What information will be released to the press, to families, and to Congress, and how
should that information be presented and disseminated. Script talking points and distribute
them to all those who may be talking with families or others outside the Peace Corps.
8. The impact of events on upcoming pre-service trainings and Invitees.
9. Whether the program will be suspended temporarily or indefinitely.
In some circumstances, the danger causing the evacuation is anticipated to pass within a
short period of time. In others, there is little or no hope that the program will be able to
continue in the evacuated country in the foreseeable future. Prolonged uncertainty is
difficult and stressful to manage. Therefore, the Regional Director should recommend in
writing to the Peace Corps Director a deadline for deciding whether the program will be
suspended indefinitely or the Volunteers returned to country, and determine criteria on
which to base this decision.
10. Options to be offered to Volunteers after evacuation if the program is not suspended.
When all Volunteers are evacuated from a country and the Peace Corps program is
suspended indefinitely, the Volunteers are deemed to have completed their service in that
country and are accorded COS status. See Manual Section 284, paragraph 6.0, which
extends COS to Volunteers and Trainees "who are evacuated from their country of
service." There are, however, situations in which the entire Peace Corps program is not
 affected by an evacuation. Some or all of the Volunteers in country may be temporarily
evacuated to another site within or outside the country and, after the danger has passed,
may be able to return to their original sites or to new sites within the country. In such
cases, questions may arise whether the COS status should be granted to any and all
Volunteers who do not wish to return to country. If this occurs, the Regional Director
should prepare a memorandum setting forth the issues, outlining the options, and making
a recommendation as to a particular decision. If the situation involves Crisis Corps
Volunteers or Peace Corps co-sponsored United Nations Volunteers, Crisis Corps/UNV
should be involved in this decision-making process. Since the duration of a Crisis
Corps/UNV assignment normally differs from that of the traditional Peace Corps
assignment, it may be necessary to use a different set of guidelines in evaluating the COS
status of such Volunteers. Refer to the UNV/Peace Corps Memorandum of Cooperation
or Crisis Corps Manual Section once completed and to the Crisis Corps/UNV Director
until such time.

e. Coordinate with Post

The Regional Director maintains constant communication with post during the
consolidation phase to provide logistical support as appropriate. Region will expect
regular updates from post about the status of Volunteers in consolidation and the
unfolding situation.

f. Provide specific information to OMS, OSS, SS, Communications, Press Relations,

and Congressional Relations.
The Regional Director will provide specific information about the consolidation to OMS, OSS,
SS, Communications, Press Relations, and Congressional Relations so these offices can
communicate appropriately with families, the general public, and Congress as necessary. At the
consolidation stage, opening communication channels will allow other offices the opportunity to
provide input about their roles in supporting the crisis.
Chapter III EVACUATION
A. The Decision to Evacuate
The decision to evacuate Volunteers from country and to suspend a Peace Corps program is made
by the Peace Corps Director with advice and information from the RD, the CD, the Embassy
(usually the Chief of Mission). The decision is driven by Peace Corps' evaluation of its ability to
provide for the safety and security of its Volunteers and maintain a viable program in country. The
decision is also informed by—and sometimes necessitated by—the Embassy's decisions
regarding the U.S. mission.

1. When the U.S. Embassy Orders a Departure

The U.S. Ambassador in each country has the authority to order the departure of all official U.S.
government personnel and their families. When the Embassy orders a departure, Peace Corps
U.S. direct hire staff and Volunteers must be evacuated. Under an ordered departure the Peace
Corps has no choice but to evacuate its Volunteers even if in its own estimation the Volunteers are
safe.
The evacuation of Peace Corps Volunteers can be the most challenging aspect of an ordered
departure, as Volunteers, unlike official Americans, are usually located outside the capital and
may not have ready means of communicating with the capital. A delay in getting Volunteers
safely from their sites can delay the departure of other official Americans or the Ambassador if
the mission is being closed down. If the U.S. military is assisting, the CD will also encounter
issues arising from Department of Defense responsibilities and protocols. For these reasons, it is
critical to maintain close communication, coordination and cooperation with the Embassy in
country and with DOS in Washington.

2. When the U.S. Embassy Does Not Order a Departure

The Peace Corps may decide to evacuate its Volunteers when the Embassy has not ordered a
departure. If the U.S. Ambassador concludes that the situation does not necessitate an ordered
departure, he or she may decide to authorize, but not compel, the departure of certain mission
employees and family members. Under an "authorized departure," Peace Corps staff are free to
stay or leave the country as the Peace Corps determines appropriate.
As an independent agency, Peace Corps has the right to evacuate and suspend or close a program
based on the judgment of its staff. Thus the Peace Corps may make—and has made in the past—a
unilateral decision to evacuate, even though the Ambassador may have decided that departure is
not necessary or advised for the mission generally. When this occurs, the complexities of the
Peace Corps-DOS relationship are highlighted. The Ambassador, and possibly DOS in
Washington, may not be supportive of Peace Corps' decision. They may be concerned about the
message such a decision sends to the host government or about its impact on the morale of the
American community. An ongoing, strong and open relationship between the CD and the
Ambassador is crucial to accomplish an evacuation, but may not guarantee agreement or support.

When evacuating a country in the absence of an order to depart, the Director of the Peace
Corps will formally notify the Secretary of State. The Regional Director is responsible for
providing information to the counterpart Bureau at DOS of the Peace Corps' intentions.

3. Crisis Corps Stand Alone Programs

If Crisis Corps operates in countries without a two-year Peace Corps presence, Peace Corps
personnel responsible for Crisis Corps will follow standard evacuation preparedness
procedures as outlined in this manual. In cases where responsible Peace Corps staff are not
US Direct Hires, Crisis Corps and the Region will determine if an Embassy counterpart or
regionally based USDH Peace Corp personnel would assume responsibility during an
emergency situation before the Post is established.

B. POST'S DUTIES--EVACUATION
Once Post has the decision to evacuate Volunteers, staff should:
1. Inform and evacuate the Volunteers
2. Coordinate shipment of medical supplies and records
3. Secure and suspend program

1. Post Informs and Evacuates the Volunteers

Once the evacuation decision is made, the central task is to inform and then evacuate the
Volunteers as fast and safely as possible. How that is accomplished will vary with the
circumstances; planning and decision-making at this stage requires flexibility and innovative
thinking. The EAP may not anticipate all the issues that arise. Events may be moving so quickly
that there is no time for consolidation. Missing or uncooperative Volunteers, failed
communications, unreliable modes of transportation, and unforeseen dangers are all potential
problems. CDs have on occasion had to go to extraordinary lengths in marshaling resources and
transportation to get Volunteers out—making use of missionaries, for example, hiring planes or
helicopters, and coordinating with NGO or private U.S. corporations.
When staff contacts the Volunteers to tell them to evacuate:
13 Staff should provide as much information about the evacuation as possible—where
Volunteers will be sent, how they will get there, what they can expect when they arrive,
 etc.
14 It is not always possible to provide Volunteers with a full explanation of their status and
entitlements before leaving country due to the exigencies of the situation and the fact that
some decisions—such as whether the program will be suspended temporarily or
indefinitely — may not have yet been made.
15 Volunteers should be assured that their options will be fully explained once they are all
safely out of the country.
2. Post Coordinates Shipment of Medical Supplies and Records
The PCMO from the evacuating country should:
16 Arrange transport of all Volunteer medical records (health jackets and WHO cards).
17 Prepare to take to the evacuation site a well-stocked first aid kit, which should include
Volunteers' prescription medications and an adequate supply of malaria prophylactics and
other medications, as needed (overseas transition conference only).
18 Bring forms for COS history and physicals, a COS checklist and other pertinent COS
forms (overseas only).
19 Accompany the last group of Volunteers to the evacuation site.
20 Time permitting, PCMO should send a complete list of PCVs with medical and
medication needs to the IHC (for evacuation to the US).

The CD and staff are responsible for packing and sending necessary office records and supplies
to the evacuation site. Supplies that should be taken, if possible, include:
21 Contents of the safe
22 Letterhead
23 Volunteer passports
24 COS packets
25 Extra cash
26 Zip drive and back-up of critical financial and other computer records
27 Volunteer personal files
28 Sample Description of Service templates
29 Satellite phones

3. Post Secures Office and Suspends Program

The CD should secure the Post to the extent possible and arrange for remaining HCN staff
members or the Embassy to conduct necessary Peace Corps business until the program resumes
or other arrangements can be made. The CD should also contact the host country government,
and community officials to the extent possible, to inform them that the Peace Corps is evacuating
its Volunteers and suspending the program.
If circumstances permit, the CD should:
30 Turn over vital documents and imprest fund cash and vouchers to the Embassy
administrative officer. If this is not possible, the imprest fund should be carried by an
authorized staff member to the evacuation site.
31 Turn in vehicles and property records to the Embassy General Services Officer.
32 Secure Peace Corps buildings and leave keys with the Embassy GSO.
 33 Provide the Embassy with a list of current leases and contracts for payment purposes; if
necessary, arrange for contract and lease termination notices.
34 Do a final cash count and submit a final Form 365.
35 Identify local payments that need to be made.
36 Arrange for a remaining staff member or the Embassy cashier to make petty cash
payments on behalf of Peace Corps.

C. REGION'S DUTIES--EVACUATION
The Regional Director manages the evacuation efforts at PC/Washington, and must:
1. Coordinate and facilitate communications between PC/Washington, DoS, and the
evacuating staff
2. Ensure that the Peace Corps Director and senior staff are fully informed
3. Make contingency plans
4. Coordinate the activities of various offices at PC/Washington
5. Plan and prepare for the Transition Conference

1. Region Coordinates Communications Between PC/Washington, Department of State,

and the Evacuation Staff
The RD should coordinate all communications between the CD and PC/Washington, using the
Situation Room, to avoid multiple calls and inconsistent instructions. The RD should also take the
lead in coordinating communications with the responsible geographic Bureau at DOS in
Washington, using SS as a resource when appropriate. Daily meetings of the task group in the
Situation Room will facilitate communication between the various participants at PC/Washington
and between participants abroad and in Washington.

2. Ensure that the Peace Corps Director and members of the agency’s senior staff are fully
informed
As events surrounding the evacuation are unfolding, the Regional Director continues to update
the Director and senior staff about the progress of the evacuation and potential problems post is
experiencing.

3. Regional Director Coordinates Logistics and Makes Contingency Plans

The RD will make necessary logistical decisions relating to the evacuation as they arise, in
consultation with, as appropriate, the CD, the task group, the Embassy, and DOS. The types of
issues that may arise and the decisions that will have to be made are discussed in Chapter II
(Early Alert).
4. Region Coordinates Activities of PC/Washington Offices
The RD must coordinate the activities of the various PC/Washington involved in the evacuation
effort. Each of these offices will need up-to-date information in order to do its job effectively, and
will have information that other offices will find helpful. Thus, clear communications between
and among all participants is essential.
Each office should develop its own standard operating procedures detailing the steps that office
will take in the event of an emergency or evacuation. The general roles and responsibilities of the
various offices, and those of the staff of the receiving country, are summarized below. All those
who may become involved in an evacuation effort should be familiar with the general functions
of other offices.

a. Office of Special Services (OSS)

Support and assistance to Volunteers and staff overseas and in the Region before, during, and
after an evacuation.
37 Acts as liaison between Volunteers and their families.
38 Provides counseling and practical advice to staff.
39 Keeps track of vital information about Volunteers' and staff members' health, welfare,
location, families and special needs.
40 Communicates that information as necessary.
41 Designs and delivers counseling and debriefing sessions for the Transition Conference.

At the earliest stages of a crisis, OSS should identify a lead staff member to serve as the
liaison to the Region. This individual will:
42 Attend all briefings of the task group; participate, when appropriate, in telephone calls
with the CD to obtain firsthand information; be copied on faxes and cables from overseas
regarding the health and welfare of Volunteers.
43 Work closely with the CDU (and Crisis Corps/UNV if applicable) to draw up a list of
Volunteers in country and those known to be on home leave, emergency leave, medevac,
or otherwise out of the country.
44 If and when appropriate, notify families about the status and location of evacuees,
keeping a log of all family contacts attempted and made. He or she should also notify the
switchboard as to where incoming calls from friends and relatives should be routed and,
if necessary, arrange with IRM to set up a special number to take calls related to the
evacuation.
45 Coordinate with the CDU (and Crisis Corps/UNV if applicable) and Press Relations to
 make sure that information released to families and the press is accurate and consistent.
46 With others in OSS, design counseling and debriefing sessions for the Transition
Conference. (For more information on the Transition Conference, see Chapter IV)
47 If appropriate, travel to the evacuation site to provide counseling and debriefing for staff
and Volunteers.

b. Office of Safety and Security (SS)

The Office of Safety and Security will support the Region before and during a crisis event in the
following ways:
Prior to an emergency:
48 PCSSOs will assist posts in training staff and Volunteers in their EAP roles and
responsibilities.
49 PCSSOs will assist with EAP testing and provide guidance on strategies for addressing
noted shortcomings.
50 Office of Safety and Security staff provide training to PC/HQ staff members on crisis
management support roles and responsibilities prior to crisis events.
During an emergency:
51 Consult with relevant PCSSOs and Department of State Offices/Bureaus to gather the
best available information and analysis.
52 Continue to monitor the events and provide technical guidance to the task group
leader and staff, ensuring that the next phase of the crisis is being considered.

c. Office of Medical Services (OMS)

OMS provides medical support during all stages of an evacuation and during the Transition
Conference. More specifically, OMS
53 Anticipates and responds to all medical and health needs that arise in the course of
standfast, consolidation, evacuation, and the Transition Conference.
54 Provides liaison with and support to the PCMOs of the evacuating and receiving
countries.
55 Coordinates and supports COS physicals by PCMOs at the Transition Conference
(overseas only). IN the US, OMS provides proper referrals for medical services.
56 Assists in getting necessary medical supplies to the receiving country.
57 Prepares and sends packets of medical information and forms for Volunteers and for
PCMOs to the receiving country's PCMO for distribution at the Transition Conference.
58 Assures that the receiving country has adequate medical staff.
59 Sends AD/VS and/or the OMS Evacuation Logistics Coordinator to briefings of the task
 group.
60 Calls into action OMS’ evacuation transition team.

d. Office of Communications
The Office of Communications handles all internal agency communications. The office will
coordinate internal messages from the Director to staff and may also coordinate with Press
Relations to create talking points for OSS, the Country Director and the Public Affairs Specialists
at the Regional Recruiting Offices.

e. Press Relations
The Office of Press Relations is the sole contact point for any inquiries from outside the agency.
A representative coordinates all press and public information regarding the evacuation and should
be in constant contact with the Region, the task group, and Safety and Security for news updates.
In cooperation with the Office of Communications, this office also creates talking points for OSS,
Country Directors and Public Affairs Specialists at the Regional Recruiting Offices.
f. Office of General Counsel (GC)
The Office of General Counsel should be available for consultation about policy decisions related
to the evacuation and COS of Volunteers. Issues arise in the course of an evacuation that may not
be immediately identifiable as potential legal problems by other offices. These issues include the
entitlements, rights and responsibilities of the Volunteers, staff, and the agency (which may vary
depending upon the circumstances of the evacuation); and the authority of the agency to make
certain payments and expenditures.

g. Office of Congressional Relations

The Office of Congressional Relations handles communications with Congress regarding the
crisis and evacuation efforts. A representative should attend daily briefings.

h. Office of Planning, Budget, and Finance (OPBF)

OPBF, along with the BITs and IFO, will assist the Administrative Officers at Post and in the
receiving country with all financial matters related to the evacuation and Transition Conference.
OPBF should send a representative to daily briefings.

i. Office of Placement
The Office of Placement provides information and guidance to applicants who have been invited
to serve in the evacuated country and/or may be affected by a recent or pending evacuation.
Placement Officers will meet with the Regional Programming and Training Advisor, and other
Regional staff as appropriate, to determine the options available to Invitees. If requested by the
RD, Placement should send a representative to the task group briefings. The RD may ask
Placement to send a representative to the Transition Conference to assist with transfer options.

j. Office of Transportation
The Office of Transportation provides all necessary travel support services. This may involve
arrangements for travel out of the evacuating country, during the Transition Conference, and from
the Transition Conference to each Volunteer's Home of Record. If these arrangements are handled
in-country, Transportation provides guidance on regulations and policy issues. When requested by
the RD, Transportation sends a representative to daily briefings.

k. Crisis Corps/UNV
If a program has Crisis Corps Volunteers or Peace Corps co-sponsored United Nations Volunteers,
Crisis Corps/UNV should participate in task group briefings and should be consulted about policy
decisions related to the evacuation and COS of CCVs and Peace Corps co-sponsored UNVs as
there may be unusual considerations that need to be taken into account. In the event of an
evacuation involving Peace Corps co-sponsored UNVs, Crisis Corps/UNV office must
communicate with UNV headquarters in Bon, Germany, as well as the administering United
Nations organization in-country regarding Peace Corps’ decision to evacuate.

l. Office of Administrative Services

The Office of Administrative Services assists overseas posts and other offices during evacuations
and the Transition Conference. When requested by the RD, it will send a representative to daily
briefings. During an evacuation, this office will:
61 Arrange for delivery of medical, COS, and other logistical materials to the receiving
country.
62 Provide logistical and administrative support during the Transition Conference.
63 Assist with emergency mailing needs within the U.S. or overseas.
64 Contact DOS to request suspension of diplomatic pouch services.
65 Suspend and cancel outstanding supply requests to the affected Post.
66 Consult with Region concerning the disposition of medical supplies slated for Post.
67 Assist in the closing of Post.

m. International Financial Operations

International Financial Operations (IFO) coordinates various administrative activities related to
Volunteers separating from Peace Corps service. IFO works with the Region to produce a roster
of the names of Volunteers who will participate in the Transition Conference and distributes the
roster to other offices involved in the evacuation. It monitors all deductions from readjustment
allowances, calculates and arranges emergency cash advances, and processes final payments to
Volunteers. It also ensures that Volunteers receive and sign PC-477 (certificates of
non-indebtedness). If requested by the RD, IFO will send a representative to the task group
briefings.

n. Returned Volunteer Services (RVS)

RVS provides career counseling and planning services as well as information on job opportunities
and graduate school programs. RVS staff will provide material to be sent to the Transition
Conference, which may include the RVS services handout, career manuals, employment -related
material, INKsheets, copies of Hotline, and the National Peace Corps Association's Worldview.

o. Office of Contracts
The Office of Contracts assists during the Transition Conference by reviewing contracting and
purchasing options at the evacuation site and facilitating the procurement of goods and services
that may be necessary.

p. Peace Corps Staff in the Receiving Country

The Peace Corps staff in the country that will host the Transition Conference should work with
the Region and the Transition Team in preparing for the arrival of evacuated Volunteers and staff.
Prior to the evacuees' arrival. the receiving staff will:
68 Identify a contact person in Washington during the evacuation period and obtain
telephone numbers, including after-hours numbers.
69 Assign a duty officer at Post.
70 Inform the host government directly or through the U.S. Embassy that it will host the
Transition Conference.
71 Work with the host government's immigration and customs offices to ensure that all
individuals will have easy entry into the country, even if they do not have passports and
visas. (Complications may occur when there are non-U.S. citizens in the evacuated
group.)
72 Request an increase in imprest funds (both U.S. dollars and local currency) to ensure
timely payments to Volunteers and local vendors, and additional GTRS to be used for
onward travel.
73 Ascertain the total number of evacuees, including Volunteers, staff, and staff family
members, and their names, passport numbers, birth dates, and nationalities.
74 Obtain from PC/Washington a suggested script to use with the evacuees, welcoming them
and giving them an outline of what is to take place during the next few days. This is
especially important if the Transition Team has not yet arrived.
75 Coordinate with the Transition Team Leader and/or Administrative Officer to plan for the
Transition Conference (see Chapter IV for more information on preparing for the
Transition Conference).
76 Receiving country PCMO should call in back up medical resources if needed.
77 PC/W facilitates communication between PCMOs of the two countries.

5. Region Plans the Transition Conference

After Volunteers and staff are evacuated from a country, Peace Corps will stage a Transition
Conference.
78 Preliminary planning for the Transition Conference should begin as soon as an
evacuation appears likely.
79 The Region should appoint a Transition Team Leader, a Workshop Facilitator, and an
 Administrative Officer, who will work with staff in the receiving country and individuals
from various PC/Washington offices—OSS, OMS, the Region, and Administrative
Services—to plan and run the Transition Conference.
80 Placement, Crisis Corps/UNV, OMS, RVS, OSS, and VSPS should be consulted in
designing the content of the Conference.
81 Staff in the receiving country, Administrative Services, Contracts, Communications, and
Transportation may be called upon for logistical support.
Chapter IV THE TRANSITION CONFERENCE

The "Transition Conference" is held immediately after evacuation of the Volunteers and staff and
is designed to prepare the Volunteers for COS, a transfer or a return to their sites. Transition
Conferences vary, but will almost always include a modified COS Conference, as well as
workshops and debriefings focused on the evacuation experience itself. If it is probable that the
evacuees will be able to return to country, the Transition Conference may focus upon preparing
Volunteers for re-entry and resuming service. If Crisis Corps Volunteers or Peace Corps co-
sponsored United Nations Volunteers are involved, Crisis Corps/UNV staff should be consulted
as some workshops and debriefings may not apply to those Volunteers.

A. The Transition Conference Team

The number of staff who make up the Transition Conference Team and the roles they play will
vary depending on the complexity of the evacuation, the number of evacuees, and the Conference
site. It is important to establish as early and as clearly as possible the roles and responsibilities of
the various members of the Transition Team and appropriate lines of authority among the
evacuated staff, the receiving staff, and the Transition Team.

Staff from Washington or a third country—rather than the evacuated staff— should coordinate
and conduct the conference workshops and handle the administrative matters. Often staff from the
evacuated country are exhausted and in need of support themselves. They may, however, with the
approval of the Transition Team Leader, provide advice and participate in the workshops.

The Transition Conference Team will likely include:

1. Transition Team Leader
2. COS Workshop Facilitator
3. Administrative Support
4. OSS and OMS Support
5. VRS

1. Transition Team Leader

The Region will appoint a Transition Team Leader, who will have overall responsibility for the
Conference. The Team Leader may be someone from the Region, from overseas staff, or OSS.
Ideally, this person should have some prior experience in planning and running a Transition
Conference.
Responsibilities of the Transition Team Leader include:
 82 coordination of communications with PC/Washington.
83 design and delivery of support services.
84 oversight and leadership of all other Transition Team members and evacuated staff.

2. COS Workshop Facilitator

The COS Workshop Facilitator is in charge of the design and delivery of the COS workshops to
be provided to Volunteers after the initial meetings and debriefings. The COS Workshop
Facilitator, along with other Transition Team members, plans the schedule and content of
sessions, assembles the materials, facilitates many of the sessions, and arranges facilitators for
other sessions.

3. Administrative Support
An Administrative Officer (AO) should be assigned to oversee and approve all administrative
matters related to the Conference. The AO should, if possible, have the assistance of a Logistics
Coordinator. Administrative duties fall into two categories, logistical (arranging and paying for a
Conference site, hotel rooms, meals, transportation, equipment, supplies, and communications)
and administrative (Providing walkaround money, airline tickets or cash in lieu, phone cards or
e-mail access, the one-third readjustment check, information regarding belongings and claims,
and COS packets and assistance):
The AO should begin to prepare for the Transition Conference at the earliest stages of alert.
Before leaving for the Transition Conference site, the AO will need to:
85 Coordinate with IFO, the BITs, VSPS, OMS, and the AOs of the evacuating and
receiving Posts, to ensure that sufficient cash, Volunteer information, forms, vouchers,
and medical supplies will be available at the Conference.
86 Prepare COS packets and a laptop computer with all necessary forms, manuals, COS
materials, and electronic templates or, if not available, request from Washington.

Once the AO arrives in the receiving country:

87 Set up an office.
88 Establish communications with PC/Washington.
89 Locate and work with local vendors.
90 Provide necessary equipment and supplies.
91 Pay for meals, transportation, and lodging.
92 Respond to the many needs of the evacuated Volunteers and staff as they review their
post-service options and make travel plans.
4. OSS and OMS Support

OMS Logistics Coordinator

The OMS evacuation logistics coordinator will activate the OMS evacuation transition
team to prepare for the transition conference as per the established OMS Country
Evacuation SOPs. Coordination includes: attending the Transition Meetings at HQ;
identifying nursing personnel to conduct mandatory medical exit interviews; contacting
phlebotomy service and coordinating blood draws for HIV, and schistosomiasis if
applicable; and, conducting information sessions with PCVs to provide information
regarding post-service health benefits and to explain COS physical procedures.

Triage Nurse (Field Support Nurse)

93 Provides immediate health care to the Volunteers through the established medical
duty officer system.
94 Arranges medical appointments for health issues that cannot wait until returning
to HOR.
95 Communicates with the PCMO to determine the status of the PCVs.
96 Obtains list from the PCMO that compiles the PCVs’ ongoing health issues,
medications required and health problems that will need to be addressed at the
transition conference.
97 Provides support to the PCMO.
98 Advises the PCMO(s) on evacuation procedure and the process that will be
utilized at the transition conference.

Please Note: All Peace Corps co-sponsored UNVs are not medically covered by Peace
Corps while serving in-country. Therefore, the PCMO will not have the Volunteers’
medical files. However, OMS at Peace Corps headquarters will have the Volunteers’ pre-
service medical files. In the event that medical treatment is required for the Peace Corps
co-sponsored UNVs during the evacuation, the Volunteers’ medical files can be retrieved
from OMS in Washington, D.C.

5. VRS
A Placement Officer may attend the Transition Conference at the RD'S request to provide
Volunteers with guidance on their options and information for re-enrollment. Available transfer,
placement, COS, and early termination options will vary depending upon the circumstances of
the evacuation and the prospects for returning to service in the evacuated country.

B. Content of a Transition Conference

The most immediate needs of a group of evacuees are food, shelter, clothing, contact with family,
and medical and emotional support. Once those are met, the evacuees will want information
regarding their options and the means of exercising those options—access to counseling,
transportation, money, appropriate forms, and logistical, medical, and administrative support.
The content of the Conference will vary depending upon whether and when a return to country is
anticipated and the degree of trauma experienced by the evacuees. On the first day of the
Conference, it is a good idea to discuss Volunteers' needs with them and refine the Conference
schedule if necessary. Plans may change as decisions are made regarding the future of the Peace
Corps program in the evacuated country.
The Transition Conference should cover the following basic issues over a 5 to 7 day period:
1. Debriefing and Counseling
2. Medical Sessions
3. Administrative Information
4. Placement Information
5. Employment, Career Planning, and Re-entry
While each Conference has its own emphases, the following are the basic issues that should be
covered over a period of about five to seven days.

Please Note: Peace Corps co-sponsored United Nations Volunteers should not be included in the
Transition Conference. The Crisis Corps/UNV office should be contacted to determine the
actions pertaining to the Volunteers’ evacuation status. Peace Corps co-sponsored UNVs may be
sent to UNV headquarters for a temporary mission or returned to the Home of Record on a
temporary basis.

1. Debriefing and Counseling

OSS counselors debrief small groups of Volunteers and staff, walking them through their
experiences and helping them process what has happened. A debriefing is an organized approach
to managing the stress reactions that follow an evacuation. It aims to help individuals deal with
the intense emotions common at such a time. In addition to debriefings, a Special Services
Officer should offer individual counseling throughout the conference.

2. Medical Sessions
Volunteers are given COS examinations and provided on-going medical attention at the Transition
Conference if it is an overseas transition conference. In a domestic transition conference, OMS
provides vouchers and referrals for the COS examination. In both instances, they are also
provided vouchers for any follow-up evaluations, including counseling sessions, and are informed
of worker’s compensation benefits available under the Federal Employees' Compensation Act.
Usually the PCMO of the receiving country makes arrangements for providing for evacuees'
medical needs at the Transition Conference. If additional help is needed, the Office of Medical
Services, in consultation with the Region, may arrange to send additional medical staff.
Office of Medical Services:
99 Provides immediate health care to the PCVs through the established medical duty
officer system.
100 Arranges medical appointments for health issues that cannot wait until
returning to HOR.
101 Provides COS medical information that addresses PCV post-service
 benefits, close of service physical information and forms and transfer/re-
enrollment information.
102 Provides for blood to be drawn for the COS HIV blood and send to the
CDC.
103 Medically clears or disqualifies Volunteers for transfer as needed per
OMS’ established protocol and placement criteria.
104 Provides limited over-the-counter medications.
105 Provides a 30minute medical exit interview to finalize medical COS
paperwork, clarify questions and document health status of PCV.
106 Collects and stores the Volunteer health record to ensure medical
confidentiality and documents all actions taken in each PCVs health record.
3. Administrative Information
COS-ing Volunteers should be given:
107COS packets (which include Descriptions of Service and certificates of
non-indebtedness) and assistance in completing the various necessary forms.
108Walkaround money, cash advances, the one-third adjustment allowance checks, and
airplane tickets or cash in lieu.
109Information regarding medical insurance, banking, reconciliation of overpaid living and
leave allowances, recovery of belongings, and claims for reimbursement of lost property.

4. Placement Information
Available transfer, placement, COS, and early termination options will need to be presented to
Volunteers. These options will vary depending upon the circumstances of the evacuation and the
prospects for returning to service in the evacuated country, but may include:
110 Resumption of service in the host country.
111 Direct transfer to an assignment in another host countr.
112 Termination of Peace Corps service: resignation, interrupted service, or early COS.
113 Application for re-enrollment to a new assignment in another host country.

A Placement Officer may attend the Transition Conference at the RD'S request to provide
Volunteers with guidance on their options and information for re-enrollment.
Placement should provide packets for distribution which include:
114 A guide to re-enrolling for a new assignment tailored to the particular host country
program.
115 Legal/Security Update forms.
116 Staff Reference.
117 Regular applicant reference forms.

5. Employment, Career Planning, and Re-entry

For those Volunteers who will COS, a session on re-entry, career planning, and employment
opportunities may be offered. The Re-entry Manual, the Career Resource Manual, and a handout
on RVS services should be provided.
Chapter V AFTERMATH
After an evacuation, the Region must ensure that certain follow-up tasks are accomplished.
Administrative and logistical duties outlast the immediacy of removing Volunteers and staff from
country and through a conference, but will vary depending upon whether and when Peace Corps
resumes operations in the evacuated country.

An evacuation presents an opportunity to reevaluate evacuation procedures and protocols in the

light of lessons learned from the evacuation. An agency-wide debriefing has become standard,
and provides a way for Regions and staff not directly involved in the evacuation to learn from the
event.

Finally, Volunteers who have been through an evacuation and have transferred to a new country
and assignment will need special attention and support during the months following an
evacuation.

A. Administrative and Logistical Tasks

The administrative duties include:
1. Assistance to and transfer of staff
2. Closure of Post
3. Recovery of Volunteer and staff belongings and settlement of claims for lost personal
property

1. Assistance to and Transfer of Staff

The Region, in consultation with Human Resources Management, will coordinate support and,
where possible, transfer evacuated staff to other assignments. Many issues relating to staff will
arise in the wake of an evacuation—among them the payment of evacuation allowance; shipment
of personal effects; support for family members; and new work assignments as TDY or in new
positions.

Issues will also arise with regard to staff who have remained in-country. Some may continue to
work for Peace Corps through the closing of the Post or during an interim period before the
program resumes. Delegations of authority may be necessary to allow staff to handle some
aspects of Post closure. The Region may also need to take steps to facilitate HCN staff's dealings
with the Embassy during this period.

2. Closing Post
If the program is suspended indefinitely, the Region will coordinate the closing of Post. If
resumption of the program is anticipated, the Region will need to make arrangements for
managing on-going business until the program is up and running again.
 Procedures for a Non-Emergency Post Closing are contained in MS-341. The tasks that
will need to be accomplished to close a Post after an evacuation occurs will depend upon
what Post was able to do before leaving country, security conditions in country, availability of
host country national staff remaining in country, and the ability of U.S. direct hires to go back
into country to complete the necessary tasks.
Issues that may arise during the closing of a Post or during a temporary suspension of the
program
include:
118 Delegations of authority to remaining staff.
119 Transport of staff vehicles Severance pay for PSCs whose contracts ended due to the
evacuation.
120 Recommendations for staff awards.
121 Reassignment of direct hires.
122 Embassy relations with remaining Peace Corps staff.

3. Recovering Belongings and/or Settling Claims

The personal property of Volunteers and staff often gets left behind during an evacuation.
Sometimes this property is recoverable after the evacuation; often it is not. The Region will need
to coordinate the recovery of the goods when that is possible. The Region, OPBF, and OGC will
process claims from Volunteers and staff for reimbursement of unrecoverable losses pursuant to
Manual Sections 235 and 768. Peace Corps co-sponsored UNVs should appeal to the Crisis
Corps/UNV office to receive guidance on recovering belongings and/or settling claims.

B. Debrief of an Evacuation
The Regional Director should convene a debriefing session in PC/Washington within two weeks
of the evacuation. The purpose is to hear and discuss what happened in different locations, how
and why certain decisions were made, what went well, and what did not go well. It is useful to
have as many of the participants as possible at the debriefing so that various perspectives are
heard. A representative from all regions should attend to maximize the knowledge of lessons
learned. Evacuated staff members and their spouses, if they were involved in the evacuation,
should be included. If any evacuated Volunteers are in Washington, they may also be invited.

The Office of Safety and Security will assign someone to take notes from the debriefing sessions
and a summary of the lessons learned from each evacuation will be kept by S&S as a central
resource for all regions to access for future evacuations and for future training.
C. Providing Support to Transferred Evacuated Volunteers
Volunteers who choose to transfer to a second country after an evacuation will require some
special attention in adjusting to a new assignment after what may have been a traumatic
experience, and ongoing support to deal with longer-term effects of the evacuation. Reports to
the Office of Special Services from past evacuations indicate that some reactions are common
among evacuated Volunteers:
123Sadness over the abrupt end of relationships, work, and lifestyle without the opportunity
for closure.
124Guilt for abandoning people in their communities and fear for the safety of those left
behind.
125 Regret at leaving projects uncompleted and commitments unmet.
126 Disappointment about plans and hopes that were unfulfilled.
127 Difficulty in establishing a new group network.
128 Disbelief about their present situation and an anxiety about their future.

Staff support for evacuated Volunteers who have transferred to a new Post is critical, especially
during the initial period of adjustment. Peer support also plays an integral role in helping
Volunteers in their transition to their new countries of service. Soon after their arrival Volunteers
should be given the opportunity to talk to a staff member about their experience in their first
country, as well as during the evacuation and Transition Conference, and to articulate their needs.

Staff should be aware that crises tend to bring up previously unresolved issues, especially those
involving grief and loss. While the Transition Conference provides the opportunity for Volunteers
to meet with a counselor individually and in small groups to deal with their immediate mental
health needs, most Volunteers will continue coming to terms with their evacuation for weeks or
months. Staff who feel ill-equipped to deal with these issues are encouraged to seek assistance
from OSS.
Chapter Vl CONCLUSION
This Evacuation Support Guide sets forth the roles and responsibilities of various offices within
the Peace Corps in the event of a post evacuation. Each represented office is expected to
thoroughly understand its responsibilities and put in place the skilled personnel and resources
necessary to prepare for and respond to a crisis at post. Among these resources are:
129 The Situation Room
130Procedural guidelines
131 Standard forms
132 Sample templates
133Appropriate staff training/orientation

The Office of Safety and Security will work with the various offices to develop these resources.
These agency-wide resources will be documented, collected and maintained in a single
evacuation reference binder. Evacuation reference binders will be distributed to the Director's
Office, each Regional Director's office, the Office of Special Services, and the Office of Safety
and Security.

Any questions or feedback are most welcome, and should be directed the Associate Director for
Safety and Security.